Specific Job Requirements:

• Job Title: Residential Accommodation Manager

  Department: Conference Services

  Position Summary:
  The Residential Accommodation Manager will collaborate closely with Housing & Residence Life personnel to ensure a smooth and efficient experience for summer guests staying in residence halls. This role involves managing key logistics, maintaining accurate records, overseeing guest accommodations, and ensuring high-quality service throughout the conference duration.

  Key Responsibilities:

  • Key Coordination:
    Collaborate with guests to determine room assignments, ensuring their preferences are met. Coordinate with Housing & Residence Life area personnel to manage key packaging and reconciliation for summer guests. Assign prox cards and BuzzCards as needed for access. At the conclusion of each conference, manage the completion of the Lost Key Log, thoroughly reviewing and cross-checking records for accuracy.

  • Lock Management:
    Partner with the Housing & Residence Life Lock Shop to manage door re-cores for lost keys. Track the status of re-cores, confirm completion, and actively engage in follow-up communications with guests and staff

  • Key Tracking:
    Maintain a comprehensive system for tracking loaner keys and enforce return policies to minimize loss and maintain inventory. Clearly report any fees incurred by clients to the appropriate GT Conference Services coordinators, ensuring transparency and accuracy in billing.

  • Communication:
    Consistently communicate with GT Conference Services staff, providing important details regarding guests’ stays and addressing any concerns promptly.

  • Logistics Coordination:
    Coordinate logistics for conference check-ins and check-outs, including staffing support and equipment delivery to ensure a seamless experience for guests.

  • Room Inspections:
    Manage pre-check-in and post-check-out room inspections with the set-up team to ensure cleanliness and quality standards are met for all conference guests. Additionally, coordinate the relocation of guests in the event of emergencies, such as flooding or other issues, to ensure their safety and comfort.

  • Work Order Monitoring:
    Monitor work order activity, track fulfillment progress, and follow up with the Housing & Residence Life Work Center team to address any maintenance issues.

  • Project Management:
    Effectively utilize conference assistants to assist with various projects, delegating tasks and providing guidance as needed.

  • Reporting:
    Report concerns, updates, and relevant information to professional and student management, ensuring all stakeholders are informed.

  • Team Participation:
    Participate in weekly leadership team meetings, presenting area-specific updates and contributing to strategic discussions.

  • Additional Duties:
    Perform other duties as assigned by Conference Services professional staff to support the overall mission and objectives of the department.

  Qualifications:

  • Strong Organizational and Time Management Skills:
    Ability to prioritize tasks effectively, manage multiple responsibilities, and meet deadlines in a fast-paced environment.

  • Excellent Communication and Interpersonal Abilities:
    Demonstrated skill in conveying information clearly and building positive relationships with guests, colleagues, and stakeholders.

  • Leadership Skills:
    Proven ability to lead and motivate a team, fostering a collaborative and supportive environment while guiding team members to achieve shared goals.

  • Team Collaboration:
    Ability to work collaboratively in a team environment, contributing to a positive and productive workplace culture.

  • Problem-Solving Skills:
    Strong analytical abilities to identify issues, develop solutions, and implement effective strategies to address challenges as they arise.

  • Flexibility:
    Adaptable to changing circumstances and able to adjust plans and approaches to meet evolving needs and priorities.

  • Familiarity with Residential Life Operations (Preferred):
    Understanding of residential life policies and procedures, enhancing the ability to support conference guests effectively.

  • Proficient in Microsoft Office Suite and Relevant Software:
    Competence in using Microsoft Office applications (Word, Excel, PowerPoint) and the ability to quickly learn and adapt to new software systems.

  • Prior Experience in a Similar Role (Preferred):
    Experience in residential accommodations, conference services, or a related field is advantageous for success in this position.

  Working Conditions:
  The Residential Accommodation Manager will work primarily in an office setting, with some time spent in residence halls and other campus facilities. Flexibility to work evenings and weekends during peak conference periods may be required.

Specific Job Requirements:

Job Title: Set-Up Manager

Department: Conference Services

Position Summary:
The Event Set-Up Manager will oversee the setup and teardown team and processes for various events, ensuring that all logistics are managed efficiently and effectively. This role requires strong leadership, excellent organizational skills, and the ability to work collaboratively with team members and other departments. The Set-Up Manager will also be responsible for equipment inventory management, vehicle maintenance, and quality control inspections to uphold high standards for guest experiences.

Key Responsibilities:

• Physical Requirements:
  Ability to lift up to 50 pounds and effectively drive all Conference Services vehicles, including box trucks, pickup trucks, vans, and golf carts, to transport equipment and personnel as needed.

• Audio-Visual Equipment Knowledge:
  Possess basic-intermediate to advanced knowledge of basic audio-visual equipment to support event needs and troubleshoot issues.

• Set-Up and Tear Down Management:
  Manage the setup and teardown processes for check-ins, check-outs, and other event needs as requested by coordination staff. Develop an organized system for crew management and execution of all tasks.

• Staff Training:
  Participate in and occasionally lead summer staff training sessions, as well as training for individual specialist teams, to ensure all staff are equipped with the necessary skills and knowledge.

• Equipment Inventory Control:
  Manage equipment inventory, including maintaining logs and other reports to track the usage and condition of all equipment.

• Vehicle Inspections:
  Complete weekly inspections of all vehicles assigned to Conference Services to ensure safety and operational readiness.

• Quality Control Inspections:
  Execute periodic quality control inspections, reviewing inventory logs, setup requests, work order submissions, and other documentation to ensure accuracy and quality standards.

• Maintenance and Repairs:
  Perform general maintenance and repair requests in StarRez.

• Linen Service Management:
  Oversee linen service for guests, including pick-up and drop-off, utilizing AiM inventory management software in collaboration with the Housing & Residence Life warehouse team.

• Residence Hall Inspections:
  Lead inspections of each residence hall pre-check-in and post-check-out, checking for damages, hazards, proper functioning of bathrooms, and the presence of adequate toiletries and linens. Communicate issues effectively and ensure timely resolution.

• Reporting:
  Report concerns and updates to professional and student management, maintaining open lines of communication regarding operational matters.

• Team Participation:
  Participate in weekly leadership team meetings, presenting area-specific updates and contributing to strategic discussions.

• Additional Duties:
  Perform other duties as assigned by Conference Services professional staff to support the overall mission and objectives of the department.

Qualifications:

• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Leadership skills with a proven ability to motivate and manage a team.
• Flexibility and adaptability to changing circumstances.
• Familiarity with audio-visual equipment and event logistics.
• Proficient in inventory management software, preferably AiM.
• Prior experience in event setup, facilities management, or a related field is a plus.

Working Conditions:
The Event Set-Up Manager will work primarily in various event settings and residence halls. Flexibility to work evenings and weekends during peak event periods may be required.

Specific Job Requirements:

• Job Title: Logistics Manager

  Department: Conference Services

  Position Summary:
  The Logistics Manager will oversee the logistical aspects of conference services, ensuring smooth operations and effective communication between various stakeholders. This role requires proficiency in design software, strong organizational skills, and the ability to coordinate efforts with vendors, staff, and external partners. The Logistics Manager will also develop promotional materials, manage office supplies, and facilitate essential services for conference clients.

  Key Responsibilities:

  • Design Proficiency:
    Possess sufficient knowledge and practical application of Adobe Creative Suite products, particularly Illustrator and Photoshop, and/or Microsoft Publisher, to create engaging promotional materials.

  • Liaison Role:
    Act as a liaison between Conference Services professional staff, Fire Marshall, and the GT Parking & Transportation team to facilitate open communication. Ensure that parking passes are tracked, distributed, picked up, reconciled, and returned appropriately.

  • Vendor Collaboration:
    Lead collaborative efforts between local vendors and Conference Services to develop promotional materials tailored for conference clients, ensuring consistency and quality in branding.

  • Creation of Marketing Materials:
    Design and create informational hangtags, custom maps, event signage, and graphics/text for various marketing and sales projects.

  • Safety Coordination:
    Work closely with the GT fire safety specialist and fire marshal to organize and conduct residential evacuation drills for long-term conference groups, ensuring compliance with safety regulations.

  • Concierge Notebooks Development:
    Develop comprehensive concierge-type notebooks containing on-campus and local services for quick reference, including campus maps, Campus Recreation Center hours, local restaurants, and other Atlanta attractions.

  • Guest Services Support:
    Organize and deliver guest Wi-Fi login instructions to GT conference coordinators, ensuring a seamless experience for attendees.

  • Meeting Space Reservations:
    Process meeting space reservations efficiently, coordinating with relevant departments to ensure availability and readiness.

  • Team Participation:
    Participate in weekly leadership team meetings, presenting area-specific updates and contributing to strategic discussions.

  • Additional Duties:
    Perform other duties as assigned by Conference Services professional staff to support the overall mission and objectives of the department.

  Qualifications:

  • Proficiency in Adobe Creative Suite (Illustrator, Photoshop) and/or Microsoft Publisher.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal abilities.
  • Ability to collaborate effectively with various stakeholders.
  • Familiarity with event logistics and safety protocols.
  • Prior experience in logistics management, marketing, or a related field is a plus.

  Working Conditions:
  The Logistics Manager will work primarily in an office environment with occasional visits to event sites and vendor locations. Flexibility to work evenings and weekends during peak conference periods may be required.

Job Title: Conference Services Office Manager

Department: Conference Services

Position Summary:
The Conference Services Office Manager will oversee the daily operations of the Conference Services office, ensuring efficient workflow and exceptional service. This role requires strong leadership, excellent organizational skills, and the ability to effectively communicate with staff and stakeholders. The Office Manager will play a critical role in training staff, managing office processes, and supporting conference coordination efforts.

Key Responsibilities:

• Leadership and Management:
  Demonstrate significant management and social skills, preferably with management or teaching experience. Exhibit superior leadership qualities, including effective listening, decision-making, and the ability to motivate staff to produce accurate work under tight deadlines.

• Proactive Attitude:
  Promote a proactive work environment while also being able to react professionally and appropriately in stressful and time-sensitive situations. Be a Building Buzz champion.

• Customer Service Excellence:
  Provide exceptional customer service, organizational, and communication skills, emphasizing the importance of these qualities to staff members.

• Technical Proficiency:
  Be extremely competent in Microsoft Office and Kinetic Software (Kx), utilizing these tools to enhance office operations.

• Knowledge of Campus Resources:
  Have an intimate knowledge of the Georgia Tech campus and its resources to assist staff and guests effectively.

• Collaboration:
  Work well with Conference Services and Georgia Tech professional and management staff, fostering strong working relationships.

Specific Job Requirements:

• Training and Development:
  Create, assess, and adjust staff training resources. Execute group staff training sessions and refresher courses, acting as an intern to the Conference Services professional operations manager.

• Office Process Management:
  Manage and organize daily office processes, including mail service and logs, staff assistance, front desk phone operations, office keys, and maintenance of physical office spaces.

• Team Participation:
  Participate in weekly leadership team meetings, presenting area-specific updates and contributing to discussions on operational improvements.

• Support for Other Managers:
  Provide consistent support for other manager positions, ensuring smooth coordination across departments.

• Stakeholder Communication:
  Communicate effectively with stakeholders regarding relevant operations, including youth program needs, arrivals and departures, and emergency maintenance processes.

• Additional Duties:
  Perform other duties and special projects as assigned by Conference Services professional staff to support the overall mission and objectives of the department.

Qualifications:

• Significant management and social skills, with a preference for candidates with management or teaching experience.
• Superior leadership and supervisory skills, including effective decision-making and the ability to motivate a team.
• Exceptional customer service, organizational, and communication skills.
• Proficient in Microsoft Office and Kinetic Software (Kx).
• Intimate knowledge of Georgia Tech campus resources.
• Ability to work well under pressure and manage time-sensitive situations effectively.

Working Conditions:
The Conference Services Office Manager will work primarily in an office environment, with a focus on maintaining efficient daily operations. Flexibility to work evenings and weekends during peak conference periods may be required.